PRIVACY NOTICE

Alicja Korbinska Photography

Last updated: 4 September 2026

Alicja Korbinska Photography respects the privacy of clients, homeowners, project partners, website visitors and other people whose personal information may be handled in connection with photography and video commissions.

This Privacy Notice explains what personal information I collect, why I use it, how long I keep it, when it may be shared and the rights you have under UK data protection law.

It applies to my website, enquiries, photography and video commissions, residential and commercial projects, image licensing, galleries, delivery, invoices, reviews and general business administration.

1. Who is responsible for your information?

Data Controller: Alicja Korbinska, trading as Alicja Korbinska Photography Photographer: Alicja KorbinskaLocation: Hackney, London, United KingdomWebsite: www.alicjakorbinska.comEmail: ak.photoinf@gmail.com

For privacy questions, requests or complaints, please contact me using the email above or through the contact form on my website.

2. How this Privacy Notice works with my other documents

This Privacy Notice should be read alongside any documents that apply to a particular commission, including where relevant:

  • Photography & Motion Services Agreement;

  • Standard Image & Motion Licence Terms;

  • Project Licence Schedule / Image Licence Certificate;

  • Consumer Cancellation & Early Start Notice;

  • Homeowner / Property Permission;

  • project-specific releases, permissions or consent forms;

  • quotations, invoices and booking documents; and

  • any separate written agreement relating to a particular project.

These documents deal with different matters.

The Services Agreement deals with the photography or video service and the responsibilities of the Photographer and Client.

The Image & Motion Licence documents deal with copyright and how photographs and video may be used.

Homeowner or Property Permission deals with access to, photography of and agreed use of material created inside or around a private property.

This Privacy Notice explains how personal information connected with those activities is processed.

Copyright, image licensing and data protection are separate legal matters. A licence to use an image does not remove any applicable data-protection obligations, and this Privacy Notice does not grant additional copyright or image-usage rights.

Where a project-specific agreement or permission places stricter limits on disclosure or use of personal information, those project-specific restrictions will be respected.

3. What personal information I may collect

Depending on how you interact with Alicja Korbinska Photography, I may collect:

Enquiry and contact information

This may include:

  • your name;

  • business or company name;

  • job title;

  • email address;

  • telephone number;

  • social media account;

  • website;

  • information you provide through my website contact form;

  • information included in emails, messages or telephone conversations; and

  • information about a potential photography or video project.

Client and project information

This may include:

  • client and company details;

  • project name;

  • project location;

  • shoot dates and timings;

  • access arrangements;

  • contact details for people involved in the project;

  • information about project partners;

  • photography and video requirements;

  • image selections;

  • licensing requirements;

  • additional licensed companies or project partners;

  • correspondence and project instructions;

  • contracts and booking records; and

  • delivery and approval information.

Private residential information

Residential commissions can involve information that requires particular care.

This may include:

  • a private residential address;

  • homeowner or occupier name;

  • homeowner contact details;

  • access instructions;

  • alarm, key or entry arrangements where supplied;

  • information about when the property is occupied or unoccupied;

  • information about children or family members who may be present;

  • information about valuables, artwork or identifiable belongings;

  • privacy restrictions requested by a homeowner; and

  • embargo or publication restrictions.

I do not publish a homeowner's name, contact details, full private residential address, security information or access information unless this has been specifically agreed or disclosure is required by law.

Where appropriate, a project may instead be described using a broad location such as London, North London or another general area.

Homeowner and property permission information

Where a Homeowner / Property Permission form is used, I may hold:

  • homeowner or authorised occupier name;

  • signature;

  • date of permission;

  • details of the commissioning client;

  • property or project details;

  • agreed photography and video permissions;

  • agreed portfolio/publication permissions;

  • restrictions or embargoes;

  • permission regarding exterior photography;

  • permission relating to identifiable people or children;

  • permission relating to visible artwork, valuables or personal belongings;

  • details of additional companies authorised to use the material; and

  • homeowner contact details where supplied for administration or personal-use copies.

These records may need to be kept for longer than ordinary project administration because they provide evidence of the permissions applying to the photographs or video.

4. Photographs and video as personal information

Photographs or video are not automatically personal data simply because they show a property or interior.

They may, however, become personal data where an identifiable person appears in them or where the material can reasonably be connected to an identifiable person or household.

This can include:

  • portraits;

  • employees or clients appearing in commercial photography;

  • homeowners or family members;

  • identifiable children;

  • people appearing in testimonial or project videos;

  • personal photographs visible inside a property; or

  • information within an image that identifies an individual.

Where appropriate, I use permissions, agreements and privacy controls to manage this.

I do not intentionally collect sensitive or "special category" personal data as part of ordinary interior or architectural photography.

However, a photograph may occasionally reveal information that could be sensitive, for example health-related equipment, religious items or other personal information.

Where a commission intentionally involves the processing of special category personal data, I will identify an appropriate lawful basis under Article 6 UK GDPR and an applicable condition under Article 9 UK GDPR before using that information. Where appropriate, this may include obtaining explicit consent.

5. Information about children

Children may occasionally be present during residential, lifestyle, branding or commercial photography.

I do not intentionally publish identifiable photographs or video of children from a private residential commission unless appropriate permission has been obtained.

Where a child is intentionally photographed, permission will normally be obtained from a parent, guardian or other person with appropriate authority where required.

Incidental appearances will be handled proportionately and with particular care.

6. Where I obtain personal information

Most information is provided directly by you.

I may also receive information from:

  • the person or company commissioning the photography;

  • an interior designer;

  • architect;

  • developer;

  • contractor;

  • property manager;

  • homeowner or occupier;

  • marketing or creative agency;

  • project partner;

  • another supplier involved in a project; or

  • a publicly available business source where I am making legitimate business contact.

For example, an interior designer commissioning a residential project may provide the homeowner's name, address or contact information so that access and permission can be arranged.

Where personal information is supplied by somebody else, I will only use it where there is a legitimate reason to do so and will handle it in accordance with this Privacy Notice.

7. Why I use personal information and my lawful bases

UK data protection law requires a lawful basis for using personal information.

Different lawful bases may apply to different activities.

Enquiries and quotations

I use enquiry information to:

  • respond to enquiries;

  • understand the proposed project;

  • prepare quotations;

  • recommend appropriate services;

  • discuss availability; and

  • take steps towards entering into a photography or video contract.

My lawful bases are normally:

  • steps before entering into a contract; and/or

  • legitimate interests in responding to genuine business enquiries and operating my photography business.

Booking and carrying out a commission

I use project information to:

  • create the Services Agreement;

  • organise the shoot;

  • arrange access;

  • communicate with the Client and project team;

  • photograph or film the project;

  • prepare proof galleries;

  • edit and deliver material;

  • arrange licensing; and

  • provide agreed services.

My lawful bases may include:

  • legitimate interests in properly managing a residential commission, documenting permissions and retaining appropriate evidence of what was agreed;

  • contract, where the individual is also my Client;

  • consent, where specific optional uses depend on the individual's agreement; and

  • legal obligation, where processing or retention is required by UK law.

Private residential information and homeowner permissions

I use this information to:

  • arrange lawful and appropriate access;

  • respect homeowner privacy;

  • record what has and has not been permitted;

  • manage publication restrictions;

  • protect the homeowner, Client and Photographer;

  • demonstrate the permissions relating to photography or video; and

  • respond to future questions about use of the material.

My lawful bases may include:

  • legitimate interests in properly managing a residential commission and documenting permission;

  • contract, where the individual is also my Client;

  • consent, where specific optional uses depend on the individual's agreement; and

  • legal claims or obligations, where records need to be retained as evidence.

Proof galleries and image selection

I process project information to provide private proof galleries, collect selections and prepare final files.

My lawful bases are normally:

  • performance of a contract; and

  • legitimate interests in operating an efficient photography workflow.

Final image and video delivery

I process contact information and project files so that agreed material can be securely delivered to the Client or other authorised recipient.

My lawful bases are normally:

  • performance of a contract; and

  • legitimate interests.

Material is only supplied to additional companies where this is permitted under the applicable project agreement, licence or other authorisation.

Image licensing and copyright administration

I keep records of licences and permitted users in order to:

  • record who is entitled to use my photographs or video;

  • manage additional licensed parties;

  • respond to future licensing enquiries;

  • protect my copyright;

  • prevent unauthorised use; and

  • demonstrate agreed image rights.

My lawful bases are normally:

  • performance of a contract;

  • legitimate interests in managing and protecting my copyright, intellectual property, licensing records and business, including retaining appropriate evidence of permissions and usage rights; and

  • legal obligation, where retention or disclosure is required by UK law.

Where relevant information includes special category personal data and its processing is necessary for the establishment, exercise or defence of legal claims, an appropriate condition under Article 9 UK GDPR will also be identified.

Portfolio, website, social media, awards and promotion

Where photographs or video are used by Alicja Korbinska Photography for portfolio or promotional purposes, this will be subject to the applicable Services Agreement, licence terms, homeowner/property permissions and any project-specific restrictions.

My lawful basis will usually be:

  • legitimate interests in showing examples of my work and promoting my photography business; or

  • consent where consent is the more appropriate basis because of the nature of the material or the person involved.

Private residential information will be treated with additional care.

If a project has been agreed as private, confidential, embargoed or not available for Photographer portfolio use, I will respect that agreement.

Invoices, payments and accounting

I process personal and company information to:

  • issue invoices;

  • receive and reconcile payments;

  • keep accounting records;

  • deal with refunds where appropriate;

  • maintain tax records; and

  • comply with legal and financial obligations.

My lawful bases are:

  • performance of a contract;

  • legal obligation; and

  • where appropriate, legitimate interests in managing my business finances.

I do not normally receive or store full payment-card details myself where payment is processed through a third-party payment provider.

Reviews and testimonials

I may ask clients for a review following a completed project.

Where you provide a testimonial directly for publication, or agree that it may be used, I may publish it on my website, social media, Google Business Profile or other business materials.

This may include your name, company and role where appropriate.

My lawful bases may include:

  • consent; and

  • legitimate interests in showing genuine client feedback where publication is reasonable and lawful.

Business communication and follow-up

I may keep contact details and project history so I can respond to previous clients, follow up relevant enquiries or maintain professional business relationships.

I will comply with applicable UK electronic marketing rules where marketing communications are involved.

You can ask me to stop direct marketing communications at any time.

8. Proof galleries

Proof galleries may contain photographs connected to a private home, commercial project or identifiable people.

Where an online gallery is used:

  • access is intended only for the Client and authorised project participants;

  • gallery links should not be forwarded to unauthorised people;

  • images remain subject to copyright and licensing restrictions;

  • proof images are not normally intended for publication unless expressly permitted; and

  • galleries may be removed after the selection and delivery process is complete.

If you receive access to a gallery containing private residential material, you are responsible for treating the gallery link appropriately.

9. Final image and video delivery

Final images, video files and other project deliverables may be supplied through:

  • a secure online gallery;

  • cloud file-transfer service;

  • private download link;

  • cloud storage; or

  • another agreed digital delivery method.

Delivery does not give recipients additional rights beyond those set out in the applicable Image & Motion Licence or Project Licence Schedule.

Clients are responsible for storing their delivered files once the agreed Photographer storage period has ended.

10. Contractors and other professionals

Some projects may require another professional, such as:

  • an associate photographer;

  • videographer;

  • camera assistant;

  • photographic assistant;

  • retoucher;

  • editor;

  • stylist;

  • drone operator; or

  • other specialist contractor.

I only provide contractors with personal information they reasonably need to perform their role.

Where contractors process personal information on my instructions, I require appropriate confidentiality and data-handling standards.

Depending on the nature of their work, a contractor may act as my processor or may have separate legal responsibilities as an independent data controller.

Contractors must not use confidential project information, private residential information or client information for unrelated purposes.

Portfolio use by a contractor is not automatically permitted simply because they worked on the project. Any such use must comply with the project permissions and the contractual terms applying to that contractor.

11. Third-party service providers

I use third-party services to operate my photography business.

These may include providers for:

  • website hosting and website forms, including Squarespace;

  • business email and cloud storage, including Google services;

  • website analytics, including Google Analytics and Squarespace Analytics;

  • accounting and invoicing software;

  • card or payment processing, including Stripe where used;

  • proof galleries and image-delivery systems;

  • file-transfer or cloud-storage services;

  • contract and electronic document management;

  • calendar and scheduling tools;

  • social media platforms;

  • Google Business Profile;

  • review platforms;

  • backup and IT services; and

  • professional accountants, bookkeepers, legal advisers or insurers where required.

These organisations may process limited personal information in order to provide their services.

I do not sell your personal information.

I do not provide client or homeowner information to unrelated companies for them to market their own products or services.

12. Sharing information with project partners

Interior and architectural projects often involve several businesses.

For example, the commissioning Client may work alongside an architect, interior designer, contractor, joinery company, kitchen company, product manufacturer or other supplier.

Information may be shared between project participants where necessary to:

  • coordinate the shoot;

  • arrange access;

  • obtain permissions;

  • confirm licensing;

  • deliver authorised images;

  • organise cost-sharing arrangements; or

  • resolve project administration.

Only information reasonably required for that purpose will be shared.

Being involved in the same project does not automatically give another company a licence to use the photographs or video.

Image usage remains governed by the applicable Licence Terms and Project Licence Schedule.

13. International transfers

Some technology providers used by my business may store or process information outside the United Kingdom.

Where personal data is transferred internationally, I take reasonable steps to use providers that offer an appropriate legal mechanism for international transfers.

Depending on the destination and provider, this may include:

  • a UK adequacy regulation;

  • the UK International Data Transfer Agreement;

  • the UK Addendum to approved Standard Contractual Clauses; or

  • another transfer safeguard recognised under UK data protection law.

You may contact me if you would like further information about the safeguards relating to a particular provider.

14. Website analytics and cookies

My website may use cookies and similar technologies.

These may be used to:

  • make the website function correctly;

  • maintain security;

  • remember website preferences;

  • understand how visitors use the site;

  • measure website traffic;

  • understand which pages are useful;

  • improve website performance; and

  • understand how visitors reach the website.

Website analytics may include information such as:

  • pages visited;

  • approximate location;

  • device type;

  • browser;

  • operating system;

  • referral source;

  • visit duration; and

  • interactions with the website.

I use services including Squarespace Analytics and Google Analytics where configured.

Necessary cookies

Cookies or similar technologies that are strictly necessary for the website or requested service may be used without consent where permitted by law.

Statistical and analytics technologies

UK law permits certain limited website analytics technologies to be used without prior consent where they are used solely to produce statistical information about use of the website for the purpose of improving it, and all applicable legal conditions are met.

Where I rely on this exception, the information will be used only for eligible statistical purposes, visitors will be given clear information about the use of the technology and a simple way to object.

Where an analytics service does not meet the conditions of this exception, including where it is used for advertising, profiling, individual tracking or other purposes, it will only be activated where the legally required consent has been obtained.

Google Analytics and similar third-party analytics services will therefore be operated in accordance with the consent requirements applicable to their actual configuration and use.

Other non-essential technologies

Where a cookie or similar technology does not qualify for an exemption, it will only be used where the legally required consent has been obtained.

Visitors should be able to manage applicable cookie choices through the website's cookie or privacy controls.

Advertising, cross-site tracking or similar technologies will not be treated as exempt statistical cookies where consent is legally required.

15. How long I keep personal information

I do not keep personal information indefinitely simply because storage is available.

Different information needs different retention periods.

Enquiries that do not become bookings

Normally up to 24 months after the last meaningful contact, unless there is a reason to keep the information longer, such as an ongoing relationship, dispute or request from you.

General client and project correspondence

Normally up to 6 years after completion of the project, where this is reasonably required for business records, contract administration, dispute resolution or legal claims.

Private residential access and security information

Temporary access information, alarm or entry codes, key-safe information and similar security details will be deleted, redacted or otherwise removed as soon as they are no longer reasonably required for the commission. I do not intentionally retain this information as part of the permanent project archive.

Where such information remains incidentally within ordinary business correspondence or secure system backups, it will be subject to the normal retention and deletion cycle for those systems and will not be reused for access to the property.

Homeowner / Property Permission records

These may be kept for as long as photographs or video continue to be used, licensed or made available in reliance on the permission, and for a reasonable period afterwards.

This is necessary because the permission record may provide important evidence of what was agreed.

Services Agreements, licence records and Project Licence Schedules

These may be retained for the duration of the relevant licence or usage rights and for an appropriate legal limitation period afterwards.

Where a licence lasts for the lifetime of the copyright or has no short expiry date, the corresponding licence record may also need to be retained long-term.

Proof galleries

Proof galleries will normally remain available only for the selection and delivery process and may be removed within approximately 6 months after final delivery, unless a different period has been agreed.

Final photographs

Project archive copies will normally be retained for approximately 6 months after delivery for reasonable backup and client support.

Selected files may be retained longer where necessary for:

  • permitted portfolio use;

  • copyright records;

  • licensing administration;

  • legal evidence;

  • published work; or

  • agreed long-term business archive purposes.

Video source files and raw social video

Large source or raw video files are normally retained for approximately 2 weeks after delivery, unless otherwise agreed.

Clients should download and safely store delivered video material within the agreed delivery period.

Invoices and financial records

Invoices, payment records and supporting accounting documents will be retained for the period required by applicable tax and accounting law.

In practice, business financial records may normally be retained for approximately 6 years, and longer where legally required.

Reviews and testimonials

Published reviews or testimonials may remain in use while they remain relevant to the business.

Information demonstrating the source or permission for a testimonial may be retained for a reasonable period after the testimonial is removed.

Privacy requests, complaints and disputes

Correspondence relating to a data-protection request, complaint or legal dispute may be retained for as long as reasonably necessary to resolve the matter and demonstrate how it was handled.

Information may be retained longer where there is an actual or reasonably anticipated legal claim, regulatory requirement or other legal obligation.

16. Keeping information secure

I take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, disclosure or misuse.

Depending on the information and service involved, measures may include:

  • password-protected business accounts;

  • access controls;

  • secure cloud services;

  • password-protected or private galleries where available;

  • limited contractor access;

  • secure devices;

  • software updates;

  • backup systems; and

  • confidentiality requirements.

No internet or digital-storage system can be guaranteed to be completely secure, but I take proportionate precautions appropriate to the type of information I hold.

Clients and project partners should also protect private gallery links, download links and residential information supplied to them.

17. Your data-protection rights

Depending on the circumstances and lawful basis being used, you may have the right to:

  • ask whether I hold personal information about you;

  • request a copy of your personal information;

  • ask me to correct inaccurate or incomplete information;

  • ask me to erase personal information;

  • ask me to restrict how information is used;

  • object to certain processing;

  • request transfer of certain information in a portable format;

  • withdraw consent where processing is based on consent; and

  • complain about how your information has been handled.

These rights are not absolute.

For example, I may need to retain information because of a legal obligation, contract, copyright/licensing record, legal claim or another valid lawful basis.

A request for deletion of personal data does not automatically cancel a photography licence, transfer copyright or require every photograph connected with a project to be destroyed.

Each request will be considered according to the nature of the information, the applicable lawful basis and UK data protection law.

Withdrawing consent does not affect processing that was lawful before consent was withdrawn.

Your right to object

You have the right to object to processing based on legitimate interests.

If you object, I will consider your reasons and whether there are compelling legitimate grounds for continuing the processing.

You can object to direct marketing at any time.

If you do so, your personal information will no longer be used for direct marketing.

18. How to exercise your rights

Please contact:

Alicja Korbinska PhotographyEmail: ak.photoinf@gmail.com

Please include enough information for me to understand your request.

I may need to ask for information to verify your identity before releasing or changing personal data.

I will normally respond to valid data-protection requests within the time required by law, generally within one month once I have the information reasonably required to deal with the request.

More complex requests may take longer where the law allows this.

19. Data-protection complaints

If you believe that Alicja Korbinska Photography has handled your personal information incorrectly, please contact me first so that I can investigate.

If your concern relates to a private residential project — for example, use of a residential address, publication of photographs, an agreed privacy restriction, embargo or Homeowner / Property Permission — please identify the relevant project and the privacy preference or restriction concerned so that I can investigate it promptly. 

Data-protection complaints can be made by email to:

ak.photoinf@gmail.com

Please use the subject line:

Data Protection Complaint

I will acknowledge a data-protection complaint within the period required by law, currently no later than 30 days, and will investigate and respond without undue delay.

I will keep you reasonably informed where further investigation is required.

You also have the right to raise a complaint with the UK's data-protection regulator:

Information Commissioner's Office (ICO)www.ico.org.uk

You do not lose any of your legal rights by contacting me first.

20. Automated decision-making

Alicja Korbinska Photography does not currently use personal information to make decisions about individuals solely by automated means where those decisions would have legal or similarly significant effects.

If this changes, this Privacy Notice will be updated where required.

21. Changes to this Privacy Notice

I may update this Privacy Notice where:

  • my services change;

  • my technology providers change;

  • my business processes change; or

  • data-protection law or regulatory guidance changes.

The current version will be published on:

www.alicjakorbinska.com

The date at the top of this notice shows when it was last updated.

Where a significant change affects how existing personal information is used, I will take reasonable steps to bring the change to the attention of affected individuals where required.

22. Contact

For questions about this Privacy Notice, your personal information, your data-protection rights or a privacy complaint, please contact:

Alicja Korbinska Photography Hackney, London, United Kingdom Website: www.alicjakorbinska.com Email: ak.photoinf@gmail.com